About the Role
The Department of Public Service and Administration is seeking a dedicated Personal Assistant to join their team in Bellville. This role is essential in providing secretarial and administrative support to the manager, ensuring that operations run smoothly and efficiently. By managing communications, organizing meetings, and facilitating travel arrangements, you will play a vital part in enhancing public service delivery, which ultimately benefits the community.
As a Personal Assistant, you will be at the heart of the department’s operations, collaborating closely with senior management and other stakeholders. Your contributions will enable the department to effectively implement policies and procedures, thereby enhancing the overall productivity and service quality of the public sector in South Africa. This position not only offers a stable career but also allows you to make a meaningful impact within the community.
About the Department
The Department of Public Service and Administration is committed to promoting efficient, effective, and responsive public services in South Africa. Its mission is to enhance the quality of life for all citizens by ensuring that government operations are streamlined and that services are delivered equitably. Working within this department provides an opportunity to engage with diverse communities and contribute to the improvement of public service provision.
What You’ll Do
- Provide comprehensive secretarial support to the manager, including managing correspondence and documentation.
- Implement and maintain administrative procedures to enhance departmental efficiency.
- Manage incoming communications, including telephone calls and visitors, on behalf of the manager.
- Develop and oversee implementation plans for departmental policies and procedures.
- Engage with suppliers regarding procurement of materials and services.
- Compile and present monthly reports to management, ensuring accurate data is communicated.
- Coordinate travel arrangements for the Deputy Director-General’s office and manage related expenses.
- Organize meetings and events, ensuring all necessary arrangements are in place.
- Process invoices and travel claims associated with the manager’s activities.
- Maintain accurate records, including leave registers and filing systems, to support departmental operations.
- Identify and address administrative gaps to enhance overall service delivery.
What You’ll Need
- A Secretarial Diploma or equivalent qualification is essential.
- A minimum of three to five years’ experience in a support role for senior management.
- Excellent computer skills with advanced proficiency in Microsoft Office Suite.
- Strong organizational skills and knowledge of office management practices.
- Exceptional communication skills, both verbal and written.
- High level of reliability, integrity, and the ability to act with discretion.
- Knowledge of financial management principles and procurement processes.
- Good people skills and the ability to work collaboratively in a team environment.
- Self-motivated with strong problem-solving and analytical abilities.
How to Apply
Please submit your application before the closing date as late applications will not be considered.
Requirements
A Secretarial Diploma or equivalent qualification.Three (3) to five (5) years ‘experience in rendering a support service to Senior Management.
Excellent computer literacy skills.
Advanced proficiency in Microsoft Office suite.
Good office management skills and knowledge of administrative procedures.
Sound organisational skills.
Good people skills.
High level of reliability.
Ability to act with tact and discretion.
Ability to research and analyse documents and situations.
Good grooming and presentation skills.
Self-management and motivation.
Knowledge of dispute resolution process.
Knowledge of basic financial management.
People and Diversity management.
Problem solving and Analysis.
The successful candidate must be highly reliable, self- motivated, flexible, creative, client and customer focused.
Remains up to date regarding the prescripts, policies and procedures applicable to her / his work terrain to ensure efficient and effective support to the manager.
Excellent communication skills (verbal and written).
Good accountability and ethical conduct.
Job Duties
Provide a secretarial / receptionist support service to the manager.Implement administrative procedures for the component.
Receive telephone calls and visitors on behalf of the manager.
Implement policies and procedures.
Engage supplier regarding purchased materials.
Develop implementation plan.
Ensure that financial procedures are observed in the section.
Compile monthly reports and present to the managers.
Do early warning systems.
Liaise with travel agencies to make travel arrangements for the DDG office.
Arrange meetings and events for the manager and staff in the unit.
Process all invoices that emanate from the activities of the work of the manager including the travel and subsistence claims for the unit.
Draft routine correspondence and reports including records of basic minutes of the meetings of the manager where required.
Administer matters like leave registers and telephone accounts and proper filing of documents.
Receive, record and distribute all incoming and outgoing documents.
Collect all relevant documents to enable the manager to prepare for meetings.
Provide feedback on identified administrative gaps.
Provide records on goods and services procured and handle all the procurement items for the office.
